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HR teams juggle a lot of information. This includes the multiple retention guidelines for human-resource related records that vary based on state and federal laws, but also with the type of record. For example, W2’s must be kept for four years, OSHA requires job related illness and injuries are kept for five years and records related to medical exams with blood-borne pathogen exposure must be retained for thirty years after the end of employment. While some organizations choose to keep every record in perpetuity and others adopt a purge schedule, every HR team needs a secure, reliable and accessible record storage solution for employee data lifecycle management.
When HRMS and ERP systems are replaced at healthcare delivery organizations, data migration to a long-term HR employee records storage solution like HealthData Archiver® often is a preferred solution over a system-wide conversion to the new system. Because HealthData Archiver® is an open, relational database, it is less costly and complex to map data to it versus transforming data from the format of the source HR records database system into the format of the destination software. HR teams appreciate that with HealthData Archiver® they can get data security, access to legacy data with Single Sign On from the new HRMS, the opportunity to set purge rules and schedules, seamless workflows and cost/time efficiencies.
“The Harmony Healthcare IT product is very good and intuitive. It doesn’t require a lot of training, so even people without any experience can go in and find nice features.”
HR employee records, including W2s and time & attendance, each have their own retention guidelines. When an active archive like HealthData Archiver® is included in the organization’s data management strategy, HRMS and ERP system replacements don’t have to cause workflow issues with access to employee records.
Archived employee records are stored, monitored and protected for unusual activity and compliance. Key user activity is captured in HealthData Archiver® from login to logout. Audit records include the unique user ID, unique data subject ID, function performed, and date/time the event was performed.
HealthData Archiver® has user restriction so only the right users will see specific information. That would prohibit an employer’s clerical user from seeing the W2 for her supervisor while searching for information.
With HealthData Archiver®’s standard features, HR employee record keeping teams have flexibility in Data Views, Sort and Filter, Contextual Search and more to deliver standard or customized reports and information with just a few clicks.
HealthData Archiver® includes industry-leading purge features, including:
A foundation you can use to write your own request for information or request for proposals for a data extraction, migration and retention vendor.